Contents
Information for Travelers Student/Guest Travel ........................................................................................................... 2
Step One Plan your Travel .......................................................................................................................................... 2
Step Two Complete Travel Request Form .................................................................................................................. 2
Step Three Source Travel Approval ............................................................................................................................ 2
Step Four Booking Travel ........................................................................................................................................... 3
Step Five Prepare for Travel ....................................................................................................................................... 3
Step Six Undertake Travel .......................................................................................................................................... 3
Step Seven Acquit/Reconcile Travel ........................................................................................................................... 3
Corporate Travel Management Contact Details ........................................................................................................... 3
DTES TRAVEL REQUIREMENTS .......................................................................................................................................... 4
HSE Field Trip Definition ............................................................................................................................................... 5
How to prepare supporting documentation ..................................................................................................................... 6
Risk Assessment (Riskware) .......................................................................................................................................... 6
Field Trip Record ........................................................................................................................................................... 6
Smart Traveller DFAT Advice ......................................................................................................................................... 6
Statement confirming no travel to areas classed as “Reconsider your need to travel” or “Do not travel” ................. 7
Travel Justification Statement ...................................................................................................................................... 7
Cognos Screen Shot....................................................................................................................................................... 8
Student Travel Process managed by DTES Travel - Division of Tropical Environments and Societies - document
uploaded at College of Arts, Society and Education HDR Student Resources webpage 20.11.18
Information for Travelers Student/Guest Travel
Step One Plan your Travel
Prepare an estimated budget. Quotes for airfares, accommodation and car hire must be obtained from Corporate Travel Management
(CTM). For domestic travel visit https://www.alluretravel.com.au. For international travel, create a booking request in Concur. Entering
your details in Concur will send a request to CTM for a quote.
Please Note: no bookings are to be made at this time only quotes.
In preparing your estimated budget, keep in mind available funds in the account and JCU daily limits:
Accommodation $250 per night
Meals and Incidentals $100 (full day), $60 (part day - Traveller departed after 9am or returned before 5pm)
Step Two Complete Travel Request Form
Extract the Travel Request form from this document to complete it.
Hints for filling out the travel request form:
Number of attendees indicate here the number of other attendees who have the same travel details as you. If the other
attendees have different travel plans they will require a separate travel request. Ensure you complete the details on the Other
Attendees page (you do not need to complete the attendee list if all of the attendees are listed in the Field Trip Module
information).
You must indicate if your trip will include a component of private travel, ie. days when you are not conducting JCU business. If
“Yes” is selected, please complete the Travel Diary page. The University will not pay for any expenses incurred on private
travel days.
ORGU, Project, Fund this is commonly referred to as the “account code”. If you do not know the JCU account code that will
be used to cover the cost of your travel, please speak to your supervisor.
Payment method options:
- FABs Central Card - all flights and car hire
- Travel Credit Card - if you have a JCU corporate credit card, this should be used to cover your travel expenses
- OIC Credit Card - if someone travelling with you has a JCU corporate credit card, this should be used to pay for your
expenses where possible.
- Request Travel Credit Card - if you don't have a JCU corporate credit card, you can request one (conditions apply)
- Creditor payment (invoice) - recommended for large amounts or for suppliers who don't accept credit card.
- Reimburse Upon Return - you will pay for the expense and seek reimbursement upon completion of travel
- Travel Officer Credit Card - if the above options are not suitable, a dtestravel@ officer will pay for the expense
IMPORTANT Sign the form electronically. Forms that are not digitally signed will be returned.
IMPORTANT Do NOT forward the form to your supervisor to sign but please do provide the name of your supervisor in the “Acct
Holder/Supervisor” field in the signature box.
Step Three Source Travel Approval
Collate supporting documentation and submit all paperwork to dtestravel@jcu.edu.au. Ensure you attach the necessary supporting
documentation. A list of supporting documentation is provided in the DTES Travel Requirements table in this package.
dtestravel@ will source the necessary approvals for you. You will receive an email from dtestravel@ once your travel is approver.
IMPORTANT Timeframes to Remember:
DOMESTIC travel begin the completion of relevant forms and sourcing of approvals a minimum of 3 weeks prior to travel
INTERNATIONAL travel begin the completion of relevant forms and sourcing of approvals a minimum of 6 weeks prior to travel
Ensure you keep the fully approved Travel Request as you will need it to acquit your travel.
Step Four Booking Travel
Access Concur and complete a booking request for all airfares, accommodation and car hire. Ensure you attach your approval email to
your booking request.
IMPORTANT: if accommodation, airfare or car hire bookings are not made through Concur, the university may not cover the associated
costs.
Please Note: Accommodation is charged on check out. This means you will either need to use a corporate credit card or your own
card/cash for payment.
Step Five Prepare for Travel
If you have requested a corporate credit card ensure you follow this up with the Corporate Credit Card team on extension 15293 prior
to departure.
If you have incurred out of pocket expenses prior to travel (eg. Conference registration), seek reimbursement by completing an
Expense Report in Concur.
Step Six Undertake Travel
Ensure all receipts for expenses are kept. Receipts must meet the Australian Taxation Office requirements and must not be EFTPOS
receipts (receipt that is received when making payment by credit card).
If you are travelling to a remote international destination we recommend taking a receipt book so the details of the purchase can be
written down and signed by the supplier.
Please review the information at: https://www.jcu.edu.au/global-mobility/how-do-i-apply/travel-
insurance-and-jcu-customer-care-medical-assistance-membership prior to travel
Step Seven Acquit/Reconcile Travel
Within 21 days of your return complete an Expense Report in Concur ensure you attach the email from your supervisor in the
Expense Report Header.
Please Note: Expenses relating to private travel (ie. were not incurred for JCU business) will not be reimbursed.
Corporate Travel Management Contact Details
Office Hours: Monday to Friday, 0800 to 1800 hours
Phone: 1300 546 094
Email: jcu@travelctm.com
24 Hour Emergency: Toll Free 1800 663 622
DTES TRAVEL REQUIREMENTS
FIELD TRIP*
MEETING/CONFERENCE
STAFF
STUDENTS
STUDENTS
Approval Method
Email dtestravel@
Travel Request Form
Travel Request Form
Supporting documentation**
RISK ASSESSMENT (Riskware)
ONLY for DFAT level:
“reconsider travel” or “do not travel”
FIELD TRIP RECORD
n/a
Smart Traveller DFAT advice
For all international travel
For all international travel
Statement confirming travel to areas classed as
“Reconsider your need to travel” or “Do not
travel”
For all international travel
For all international travel
Travel Justification Statement
Only if travelling to areas classed as “reconsider travel” or “do
not travel”
Only if travelling to areas classed as “reconsider travel” or “do not
travel”
COGNOS screenshot
n/a
n/a
Private Travel FBT Assessment***
n/a
n/a
Booking Method
Flights, accommodation, car hire
Concur
Concur
Acquittal Method
Concur
Concur
* For a definition of Field Trip refer to HSE-PRO-007
** Supporting documentation to be provided via email to dtestravel@
*** If your trip involves private travel attach the outcome of your Private Travel FBT assessment to your email submission to dtestravel@
HSE Field Trip Definition
HSE-PRO-007 Extract
Field trip definition: Any approved work / activity for the purpose of work, study or research that is conducted
by JCU staff, postgraduate and undergraduate students and volunteers at various field sites which are off-
campus. This includes urban, rural, terrestrial, freshwater marine or remote locations.
Remote field trips: A location may be considered remote if assistance cannot be provided within half an hour
in an emergency situation.
The following types of travel are not considered field trips:
In the context of this Procedure, a field trip does not include:
• Inter-campus travel (Townsville, Cairns, Singapore)
• Urban office locations
• Non campus meetings
• Attending conferences
• Visits to an urban area where the participants are considered to be an audience
• Location reconnaissance in an urban area
• Travel within an urban area
• Travel to research stations for non-field or laboratory work activity e.g. meetings / maintenance work on
build
How to prepare supporting documentation
Risk Assessment (Riskware)
Attach your riskware entry. Do this by selecting the “print” button and choosing “expansive format”.
Field Trip Record
To print a Field Trip from the Field Trip Register, go to the right hand column called ‘Commands’ and select the
‘Print Field Trip’ icon.
Smart Traveller DFAT Advice
Go to:http://smartraveller.gov.au/Pages/default.aspx
Navigate to the country you are travelling to and take a screen shot of the “Advice Levels”.
Statement confirming no travel to areas classed as “Reconsider your need to travel”
or “Do not travel”
Create a word document and type in a statement confirming that you are not travelling to areas classed as
“reconsider your need to travel” or “do not travel”.
Example statement:
I can confirm that during my trip to Papua New Guinea scheduled for Jan 15 Feb 20 I will not be travelling to
any areas classed as “reconsider your need to travel” or “do not travel”
OR
I can confirm that during my trip to Papua New Guinea scheduled for Jan 15 Feb 20 I will be travelling to the
Porgera Township which is currently classed as “reconsider your need to travel”. My risk assessment includes
additional measures to mitigates the risks of travelling in this area.
Save the word document as a PDF
Travel Justification Statement
Create a word document and type in a statement about why this travel has to occur to this destination at this
time. What other destinations have been considered? What other travel periods have been considered?
Save the document as a PDF.
Cognos Screen Shot
Go to the JCU Staff Homepage.
Click on the COGNOS tile.
Log in using your username and password.
Click on the Finance tab.
Click on ‘Account List Search’
Type in the ORGU PROJECT and FUND of the account you intend to use to cover your travel expenses and click FINISH
Click on the name of the account
Take a screenshot
NOTE: If you are unable to access COGNOS for the account in question, please advise dtestravel@ at the time of submitting your travel
information.
Ensure date is captured
v 2014.07.02
Travel Request Form
Traveller Details
Emergency Contact Details
Full Name
Contact Name
College
Relationship
Student Number
Mobile Number
Mobile Number
Email Address
Reason for Travel
Number of Attendees
Additional attendees need to be listed on the "Other Attendees" page
Dept Date
Origin Country
Origin City
Travel Method
Arrival Date
Destination Country
Destination City
Will this trip include a component of private travel?
Expense Code - Description
ORGU
Project
Fund
Budget
Amount
Payment Method*
Comments
$ 0
Budget Total
* Payment Method:
FABs Central Card - all flights and car hire
Travel Credit Card - if you have a JCU corporate credit card, this should be used to cover your travel expenses
OIC Credit Card - if someone travelling with you has a JCU corporate credit card, this should be used to pay for your expenses where possible.
Request Travel Credit Card - if you don't have a JCU corporate credit card, you can request one (conditions apply)
Creditor payment (invoice) - recommended for large amounts or for suppliers who don't accept credit card.
Reimburse Upon Return - you will pay for the expense and seek reimbursement upon completion of travel
Travel Officer Credit Card - if the above options are not suitable, a dtestravel@ officer will pay for the expense
Traveller
Name
Acct Holder/Supervisor
International Travel (DFAT
Level 1&2) Approver
Internatioanl Travel (DFAT Level
3&4) Approver
Signature
Signature
Signature
Signature
Office Use Only
Officer Name
Travel Req Number
Unlock Traveller and Trip Details
Unlock OPFS and Budget Amounts
Funds Checked?
Comments
click to sign
signature
click to edit
click to sign
signature
click to edit
click to sign
signature
click to edit
click to sign
signature
click to edit
Other Attendees List
This list should be completed if there are other travellers who have the same Travel details as those noted on the travel request.
If the other attendees have different travel plans they will require a separate travel request and cannot be included here
You do not need to complete the attendee list if all of the attendees are listed in the Field Trip Module information.
NAME
POSITION
ROLE
Private Travel
The University will not pay for any personal or private expense incurred while undertaking University travel.
Where an amount charged to the University is deemed to be private and also includes GST, the amount repaid to the University must be
calculated on the GST-inclusive cost. Such repayments will therefore include GST.
Please indicate below the Private component of your trip.
Travel Diary
A travel diary must be provided if you will be undertaking any non-JCU business activity during work hours or you are travelling on weekends.
The Location of Activity should indicate, at a minimum, the city and country that the main activity is/was undertaken.
Complete the Travel Diary for each day of travel inclusive of weekends and private travel component. Where the nature of the activity is the
same for a period of days (eg. Attend Conference for 3 days), the traveller may complete one line of the itinerary for that period of time. Where
there is more than one activity on a day (eg. Attend Seminar and Attend Meeting), each different activity for that day must be entered on a
separate line.
NATURE OF ACTIVITY
START DATE
START TIME
FINISH DATE
FINISH TIME
LOCATION OF ACTIVITY
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